| Registered Charity No.1192380 |
Welcome and apologies
12 attendees
1 Apology
Matters arising
- Speaker Secretary replacement – Information regarding the role of Speaker Secretary had been received and some progress made with regard to future speakers.
- Policy reviews see main business
- Amended Constitution- This has been checked and information with regarding this needs reference to Standing Orders. Current reference is only to AGM and needs to refer to Ordinary meetings.
- Standing Orders – Those present were informed of the content of these – to now be found in policies. These were approved and will be published.
- Contingency plans for January-see main business
- Christmas quiz – see main business
- Amended Website- An amendment has been added to solve the previous problem.
- Points for discussion from previous committee member see main business
MAIN BUSINESS
- Financial report and Treasurer’s Report ( Documents on shared drive)
Room hire is now itemised for clarity.
There being nothing further to add, these were approved.
- Speaker Secretary Report inc approval of a speaker fee- January to March meetings are already approved.
- Three possible future speakers were suggested:-
- The History of the Banjo + recital
- Pottery
- A Motorhome Trip to America
Each of these require a fee.
It was suggested that feedback contacts be sought.
Additionally, contacts with Brindle History Society will be sought.
The treasurer informed those present that Speaker events are currently in surplus- this will positively affect future charges and is to the benefit of members.
- Membership/ Renewal Status – There are currently 224 members. Membership cards are up to date.
- Web Editor Report (Document made available via shared drive- comments
invited)
Members were reminded of the content.
There were no further comments.
- Groups report MB
The new Social group leaders have received training and support and this will be continued. It is yet to be decided how the role will be shared.
A Line Dancing group has been suggested- further interest is to be sought.
- Incident Forms Storage – It was suggested that these now be stored electronically via the shared drive.
Various situations that have arisen were discussed, including the use of mobile phones for contact.
It was pointed out that not all members would be willing to share individual mobile numbers.
It was resolved to trial the idea of an extra mobile phone and possibly walkie -talkies for
front and back markers.
- Day to day digital help- This is raised as a result of the distress experienced by some members with regard to technology issues. This can result in isolation. After some discussion, it was resolved to research ways to resolve this difficulty and relieve the distress caused. There may be materials/ information available through the council.
- .Policy Reviews.
- Accessibility- No change needed.
- Equality Diversity and Inclusion-no change needed
- Safeguarding Policy and Procedures-no changes needed
These last are the responsibility of the Accessibility Officer
- Finance- This has been approved previously. Treasurer
- Privacy and Data Protection. –Updates have been added [ included in Web Editor’s report] and are available in Shared Space.
- Code of Conduct for members –updated (Groups Co-ordinator)
- Trustee Code of Conduct ( Chair)-updated. There was brief discussion on some repetition. Resolved to make no change.
- Complaints Policy and Procedures( Groups Co-ordinator) –No changes needed other than typing errors.
Ways of changing the policies were clarified. It was suggested that an individual be responsible for each policy ( as editor) . The IT team will upload these including any changes.
It was pointed out that a Health and Safety Policy needs to be established. Suggested that the generic u3a be used.
Other Policies suggested such as a Speaker Policy were already in our Code of Conduct or covered by Finance.
The treasurer undertook to research Risk Assessment.
- Possible Club closure early Jan/Toilet Improvements- The temporary ‘Pavilion’ is installed- services are yet to be added. Work should be taking place from 6th January.
Some activities such as Speaker Meetings will have an alternative venue at Hillside in Brinscall. Table Tennis will move to Wheelton. Pilates and Dancercize may need to move or be put back 2 weeks -this will be checked.
- Christmas quiz Prep. – This will start at 10.30 prompt, with arrival from 10.10am.
Prizes are obtained and Christmas pastries etc will be obtained. Details to be published in the Newsletter
- Discussion of points raised by previous member- It was decided that adequate attention has been given to these issues.
AOB
- The account of the previous Speaker secretary needs to be closed- the Web Editor will forward emails to the new secretary.
- A committee member shared information regarding landline issues in2025/26
- A previously discussed issue regarding deceased members was raised. It was confirmed that u3a should only mark this if requested by a relative.
- It was confirmed that tradespersons should not be recommended through u3a -only on a personal basis.
The date of the next meeting – 15th Jan